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Request for Proposal (RFP)
Scalehouse Software Solution
Tender #: MODC-T-2019-008
Due: November 4, 2019
3:00 PM (AST)
151 King Street
Chester, Nova Scotia
B0J 1J0
MODC-T-2019-008 Municipality of Chester
2019-10-04 2
NOVA SCOTIA’S TREASURE
Table of Contents
Solicitation
Scope .................................................................................................................................................................................... 4
Background ..................................................................................................................................................................... 4
Current Operation ......................................................................................................................................................... 5
Annual Tonnage .................................................................................................................................... 5
Processing Metrics ................................................................................................................................ 5
Scalehouse System ................................................................................................................................ 6
Goal ................................................................................................................................................................................... 6
Bidder Instructions ........................................................................................................................................................... 7
Proposal Content and Format .................................................................................................................................... 7
Submission...................................................................................................................................................................... 7
Contact ............................................................................................................................................................................. 7
Evaluation ....................................................................................................................................................................... 8
Award ................................................................................................................................................................................ 8
Schedule .......................................................................................................................................................................... 8
Vendor Qualifications....................................................................................................................................................... 9
Requirements and Specifications ................................................................................................................................. 9
Mandatory ....................................................................................................................................................................... 9
Desired ........................................................................................................................................................................... 10
Implementation and Support ...................................................................................................................................... 10
Pricing Structure ............................................................................................................................................................... 11
General Terms and Conditions
Definitions ......................................................................................................................................................................... 12
1 Date, Time and Place of Closing and Opening; Late Bids ............................................................................ 13
3 Methods of Submission ........................................................................................................................................ 13
3.1 General ................................................................................................................................................................. 13
3.2 Paper Bids ............................................................................................................................................................ 13
4 Obtaining Documents ........................................................................................................................................... 14
5 Vendor Registration ............................................................................................................................................... 14
MODC-T-2019-008 Municipality of Chester
2019-10-04 3
6 Liability for Costs ................................................................................................................................................... 15
7 Alternative Bids; Altering Bids Already Submitted ........................................................................................ 15
8 Supporting Documents ......................................................................................................................................... 16
9 Unit Prices and Extensions; Taxes excluded; Currency; Shipping costs................................................... 16
10 Duration of Bid/Award Prices ............................................................................................................................. 16
11 Payment Terms and Discounts ........................................................................................................................... 16
12 Delivery ...................................................................................................................................................................... 17
13 Quality / Complete Product ................................................................................................................................. 17
14 Substitutions and Equivalents, Discontinued Items ...................................................................................... 17
15 Standards and Certification ................................................................................................................................ 18
16 Addenda, Corrections or Extensions of the Solicitation .............................................................................. 18
17 Environmental Considerations ........................................................................................................................... 18
18 Warranty ................................................................................................................................................................... 18
19 No Restrictions on Fair Use ................................................................................................................................. 19
20 Subcontractors and Consortium Bids ............................................................................................................... 19
21 Right to Reject; Financial Stability; Non-Compliance ................................................................................... 19
22 Cancellation; No Award ......................................................................................................................................... 20
23 Governing Laws and Trade Agreements; Local Preference ......................................................................... 20
24 Confidentiality and Freedom of Information .................................................................................................. 21
25 Bidders Located Outside Canada ....................................................................................................................... 21
26 Enquiries and Contacts ......................................................................................................................................... 22
27 Accuracy of the Solicitation; Right to Clarify ................................................................................................... 22
28 Language .................................................................................................................................................................. 23
29 Eligibility and Conflict of Interest ...................................................................................................................... 23
30 Extension to the Broader Public Sector ........................................................................................................... 23
Appendix
A. Authorization ........................................................................................................................................................... 24
B. Purchase Agreement ............................................................................................................................................. 25
MODC-T-2019-008 Municipality of Chester
2019-10-04 4
Solicitation Scope
Background
The Municipality of Chester owns and operates the Kaizer Meadow Environmental Management Centre
(KMEMC), which is located on an 800-acre parcel of land 20 minutes northeast of the seaside Village of
Chester. The KMEMC has four major components:
• A Solid Waste Management Facility that includes the management of a curbside collection
contract, closed first-generation landfill, an active second-generation landfill, construction and
demolition material, household hazardous waste (HHW), and septic waste treatment facility
(https://chester.ca/waste-recycling).
• An Eco-Industrial Park for green business.
• A COMFIT wind energy tower with onsite primitive campground (https://chester.ca/recreation-
parks/camping).
• Natural woodland with a variety of forest stands, wetlands, hauling roads and trails.
To enter and exit the Solid Waste Management Facility, vehicles pass over a bi-directional single-lane
deck scale. Weights, types and sources of incoming waste are recorded by the scalehouse operator.
The operator is responsible for collecting various tipping fees, preparing slips and invoices, and
generating a variety of reports.
The scalehouse is physically located at:
450 Kaizer Meadow Road, Sherwood, Nova Scotia approximately 17 km north of Exit 8, Highway
#103 (https://goo.gl/maps/j22oyDfuCJDWCA6h9).
Figure 1. KMEMC Aerial
MODC-T-2019-008 Municipality of Chester
2019-10-04 5
Figure 2. Entry Lane
Figure 3. Deck
Current Operation
Annual Tonnage
Service Area Annual Tonnage
Municipality of Chester 15,000
Lunenburg Municipality and Town of 10,000
Halifax Municipality (Recycling Materials) 7,500
Annapolis Valley 20,500
Processing Metrics
Operation Annual Volume
C&D (Mixed) • 500 deliveries • 1,000 tonnes
C&D (Wood) • 250 tonnes (dirty wood used as cover) • 1,000 tonnes (clean wood chipped)
Household Hazardous Waste • 1,100 drop offs • 85 drums
Landfill • 5,000 truck deliveries
Recycling Coordination • 3,000 invoices
Transfer Station • 160 organics trips • 250 recyclable (blue bag) trips
MODC-T-2019-008 Municipality of Chester
2019-10-04 6
Scalehouse System
Manufacturer Model Installation Comments
Deck Avery Weigh-Tronix BMS 8011 2011-11 Single bi-directional lane.
Indicator Avery Weigh-Tronix ZM405 2019-07-27 Unit replaces a Weigh-Tronix WI-127 indicator. Scalehouse operator reads the display and manually enters weight data for each transaction.
CCTV Hikvision DS-7308HQH1-SH
2018-02 Includes digital video recorder, monitor and three cameras for lane entry, deck and sorting stations.
Software QC’s Computer Consulting
Custom 2006? Based on Microsoft Access. Average of 5,000 transactions per year.
Goal
The goal of this Request for Proposal (RFP) is the provision of all labor, equipment, and materials
necessary to supply and install for the Municipality of the District of Chester a Scalehouse Software
Solution at the Kaizer Meadow Environmental Management Centre. Specifically, we are seeking to
replace our current scalehouse software, that is aging out and is no longer supported, with a
commercial off-the-shelf (COTS) software solution. We are hoping to increase service capacity in the
process by deploying features to automate data entry and enhance electronic recordkeeping and
reporting.
The proponent will be required to:
1. Install, configure, test and implement scalehouse management software (and any necessary
hardware components) in conformance with industry standards and best practices that meet or
exceed the mandatory specifications supplied in this Solicitation.
2. Train designated KMEMC staff to administer and operate the system.
3. Provide technical support as requested.
4. Ensure periodic system security, performance and feature upgrades.
This RFP is issued as an Open Competition (Public Tender) for Low Value Procurement of Goods less
than or equal to $25,000 under Municipal Procurement Policy P-04 s. 4.1.
MODC-T-2019-008 Municipality of Chester
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Bidder Instructions
Proposal Content and Format
1. Proposals must include the following sections:
a. Cover letter
b. Vendor qualifications
c. Specifications and requirements
d. Implementation and support (Include detailed project management work breakdown
structure with anticipated tasks, timelines and resources required to install, test and train
users on the system)
e. Pricing structure
f. Insurance (General Terms and Conditions 22.4)
g. Signed authorization (Appendix A)
2. Proposals should include any recommendations, opportunities or insights that the proponent
believes will add value to the proposed solution and may be submitted as Alternative Bids.
Submission
1. Submit four (4) hard copies of the proposal and one (1) digital copy on a USB drive, in a sealed
envelope, clearly marked:
MODC-T-2019-008 RFP Scalehouse Software Solution addressed to:
Pamela Mya, Municipal Clerk
Municipality of Chester
PO Box 369, 151 King Street, Chester, Nova Scotia B0J 1J0
2. Proposals will be received at the tax office during regular business hours only (8:30 a.m. to 4:30
p.m.) and no later than 3:00 p.m., November 4, 2019.
3. Fax Bids or E-bids are not acceptable for this Solicitation.
4. All submissions will be formally opened and reviewed for completeness and costs at the Municipal
Office, 151 King Street, Chester, on the same day and time as the closing date.
Contact
1. Enquiries regarding the Solicitation must be made to:
Christa Rafuse, P. Eng., CSS
Director, Solid Waste
902-275-4140
2. The Solicitation number MODC-T-2019-008 RFP must be quoted on any correspondence.
MODC-T-2019-008 Municipality of Chester
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Evaluation
1. Both price (by ratio) and non-price factors will be evaluated and scored. Weighted criteria are as
follows:
Criteria Value
a. Vendor Qualifications • corporate capability and experience
20%
b. Specifications and Requirements • mandatory features • desired features
35% 5%
c. Implementation • configuration, testing, training and timelines
10%
d. Pricing Structure • software and hardware components • installation, maintenance and support services
15% 10%
e. Local Preference 5%
Total Score 100%
2. One or more top score Bidders may be selected for an interview/presentation session prior to
making a final selection. Selected Bidders will be given the opportunity to provide an onsite demo,
discuss their proposal, qualifications, past experience, and pricing structure in more detail.
3. Proposals may be subject to clarifications and further negotiation. Agreements resulting from
negotiations that differ from the RFP or the Bidder’s Proposal shall be documented.
4. The top scored Bidder demonstrating Best Value will be invited to sign a Purchase Agreement. See
Appendix B. Purchase Agreement (Standard Form Sample).
Award
1. Award to the successful Bidder shall be confirmed by both parties signing a Purchase Agreement
referencing this RFP, the Proposal and any negotiated items from the evaluation stage.
Schedule
1. Anticipated activities and dates are subject to change at the Municipality’s discretion.
Activity / Task Date (YYYY-MM-DD)
RFP Released 2019-10-04
Proposals Due 2019-11-04
Evaluations and Award 2019-11-TBD
Project Initiation 2019-12-TBD
Project Close 2020-03-31 (on or before)1
1 See Solicitation, Implementation and Support s. 4.b
MODC-T-2019-008 Municipality of Chester
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Vendor Qualifications
1. Proposals must summarize the company’s history, size, location, experience, products and
services, and other corporate portfolio details such as third party quality or environmental
management certifications relevant to this Solicitation.
2. Proposals must list all projects where the Bidder has implemented scalehouse management
systems of a similar size and scope to this Solicitation.
a. A minimum of three (3) client references shall be provided, with at least (1) that is located
within Atlantic Canada.
3. Proposals must define the members of the proponent's project team, their experience and
location.
4. Proposals must indicate corporate capabilities and staff allocated to support the proposed
solution.
Requirements and Specifications
Mandatory
1. Solution must integrate with Avery Weigh-Tronix ZM405 digital weight indicator.
2. Solution must provide a ticketing function.
3. Solution must import historical data from the current system.
4. Solution must include context sensitive user help.
5. Solution must be accessible from multiple locations, ie, Scalehouse, KMEMC site office,
Information Services Department office, etc.
6. Solution must support variable transaction types, materials and related tipping fee rates.
7. Solution must record tare weights and vehicle information.
8. Solution must maintain customer details and account information.
9. Solution must incorporate appropriate levels of controlled access and data security.
10. Solution must perform various calculations on weight, materials, etc. for standard and custom
reporting.
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11. Reports must be capable of being:
a. Rendered in a dashboard view via tables, graphs and charts.
b. Captured in electronic (Excel or PDF) format. See Desired Requirement #4 below.
12. Where a hosted solution is proposed, all data must reside in Canada, be encrypted at rest and in
transit, be owned by and remain under the full custody and control of the Municipality, and
comply with data centre security standards and best practices.
https://cyber.gc.ca/en/news/cyber-security-considerations-contracting-managed-service-
providers.
Desired
1. A new business (Sustane) will soon be operating within the eco-industrial park. Vehicles will be
arriving outside regular business hours. Solution should address this future need with an
unattended scale house / driver operated kiosk option.
2. Solution should be able to create customer invoices.
3. Solution should integrate with Diamond Municipal Solutions Microsoft Dynamics GP ERP
(https://www.publicadminsoftware.com/public-sector-solutions/diamond-erp/).
4. Solution should integrate with Laserfiche Enterprise Content Management system for electronic
records management (https://www.laserfiche.com/)
5. Solution should integrate with Chase Paymentech Merchant Services point-of-sale system.
Implementation and Support
1. Vendor must install software and any supporting hardware components.
2. Vendor must convert / migrate current data to the extent required to ensure operational
effectiveness in production.
3. Vendor must train key staff in the administration and operation of the scalehouse management
system.
4. Vendor must test initial setup parallel to current legacy system to ensure operational reliability
and operator readiness prior to deploying in production environment.
a. System must be monitored, configured and tested by the Vendor with any errors or
failures corrected to reach a 99% acceptable level of performance over 14 days prior to
notifying the Municipality that the solution is installed and ready for use.
MODC-T-2019-008 Municipality of Chester
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b. Project should be in production at a date not to exceed two (2) months following award of
tender.
5. Vendor must provide a tiered technical support package that includes level of service options.
6. Vendor must provide system patches and upgrades as required in a convenient and timely
manner.
Pricing Structure
1. Bidder must provide a detailed pricing structure that includes annual costs over a five-year period
for:
a. Software modules and licenses
b. Hardware components (if applicable)
c. Implementation
d. Hosting (if applicable)
e. Annual maintenance
f. Support options
2. Bidder must provide a Total Cost of Ownership summary of the detailed costs over the five-year
period.
3. Payment will be lump sum net 30 (thirty) days following installation date. Progress payments do
not apply.
4. Whereas another regional Municipal landfill operation is planning to upgrade their current
scalehouse software with a solution similar to that specified in this Solicitation, bidder must
address discount options for cooperative procurement in accordance with General Terms and
Conditions, Extension to the Broader Public Sector s. 29.2.
MODC-T-2019-008 Municipality of Chester
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General Terms and Conditions Definitions
Bid: Bidder's written offer to provide the required goods or services at a given price or rate, or any
similar document issued in reply to a Solicitation. May also be referred to as a Proposal, Tender,
Quotation, Submission, Response or similar name.
Bidder: Any person, business, or Consortium that submits a Bid.
Broader Public Sector: Any governmental or government-funded entity within a Province, including the
MASH sector (Municipal governments, Academic institutions such as universities and community
colleges, School boards and Hospitals). Includes all government departments, agencies, boards,
offices and commissions and Crown Corporations.
Consortium: Two or more Bidders having no formal corporate links, who submit a joint Bid.
E-bid: A Bid submitted electronically via the Internet.
Fax Bid: A Bid submitted by means of facsimile transmission over telephone lines.
Municipality: The District of the Municipality of Chester, Nova Scotia; procurement entity responsible
for the issuing and processing of Solicitations.
Paper Bid: A Bid submitted in printed form, not through facsimile, or other medium.
Province: Her Majesty the Queen in right of the Province of Nova Scotia, including the Municipality on
whose behalf the Solicitation is issued.
Solicitation: A formal request for prices or responses, whether in printed or electronic form, with
sealed Bids, faxed Bids, electronically submitted Bids, or similar responses opened at a given time.
May also be referred to as a Tender, Request for Bids, Request for Quotations, Request for Proposals,
Request for Information, Pre-Qualification, Request for Expression of Interest, or similar name. The
Solicitation incorporates any addenda that may be issued.
________________________________________
Denotations: The words "may" "could" or "should" denote the permissive. The words "must", "shall" or
"will" denote the imperative.
MODC-T-2019-008 Municipality of Chester
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1 Date, Time and Place of Closing and Opening; Late Bids
1.1 Tender will close at the time, date and location specified in the Solicitation.
1.2 All Bids must be received in their entirety at or before the closing time specified; Bidders are
responsible for ensuring that their Bid, however submitted, is received on time and at the location
specified.
1.3 All times are local times of the Municipality.
1.4 Bids received late, or not received completely by the closing time will not be considered; the
Municipality’s time clock will be assumed to be correct in the event of dispute.
1.5 All Bids must be sent to the location as identified in the Solicitation.
1.6 Bids will be opened at the time and date specified in the Solicitation.
2 Methods of Submission 2.1 General
2.1.1 Bids are to be legible and complete, and include the Solicitation number, and identify the
Bidder's name and address, and supply all information requested; incomplete or illegible Bids may be
rejected.
2.1.2 All questions or areas on the Solicitation form are to be answered, even if it is only to indicate
that the referenced item is not available; blank items will be assumed to be unavailable, and may
result in rejection of Bidder's Bid.
2.1.3 Where the price summaries of the Bid do not fully explain the cost implications of an item,
additional pricing detail should be attached, and shall form part of the Bid.
2.1.4 Prices should be broken down as requested; if the cost of an item has been included in some
other item, indicate e.g., "Included in Item [nn] "
2.2 Paper Bids
2.2.1 Bids should be enclosed in a sealed envelope or package.
2.2.2 The Bidder’s name, the Solicitation number and the Solicitation closing date should be clearly
visible on the outside of the envelope or package.
2.2.3 The Bid must be signed by an appropriate authorized official of the firm submitting the Bid.
MODC-T-2019-008 Municipality of Chester
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3 Obtaining Documents
3.1 Bids should be submitted on the official Solicitation documents issued by the Municipality; failure
to use the correct documents may result in the Bid being rejected.
3.2.1 Solicitation documents are available directly from the Nova Scotia Procurement Web Portal at:
www.gov.ns.ca/tenders or the Municipality’s website Public Notices and Tenders page at:
https://chester.ca/government/public-notices-and-tenders
3.2.2 There is no charge for most Solicitation documents. Where charges are applicable for obtaining
invitational documents, payment may be made by cash, cheque, money order, direct debit, VISA or
MasterCard.
3.2.3 Registration is not required to use the Nova Scotia Procurement Web Portal.
3.2.4 The Municipality does not use any Bid agency services.
3.2.5 Downloaded invitations must be signed, and submitted as per the instructions in the Solicitation
documents.
3.2.6 Electronic downloading of solicitation documents is provided as a convenience to Bidders; the
Municipality will not be held responsible for failures in the communications or software, or for the
completeness of the material obtained by this method.
3.3 It is the Bidder's responsibility to obtain Solicitation documents at their cost.
3.4 Bidders must not alter any portion of the Solicitation or associated documents, with the exception
of adding the information requested by the Solicitation. Bids containing clauses additional to the
Solicitation that are "qualified" or "conditional" may be rejected.
3.5 The Solicitation, or any supplementary document or portion thereof is proprietary information, and
must not be used by the Bidder for any purpose other than the submission of Bids without the written
permission of the Municipality.
4 Vendor Registration
4.1 Proponents are required to be registered to carry on business in accordance with applicable laws.
Click on the link below to view specific information regarding Bidder, Corporate and Workers’
Compensation registration requirements for Nova Scotia. Bidder Registration deals with processes
required for Bidders to receive Solicitations and/or submit Bids. Corporate Registration deals with the
requirements for doing business in the Atlantic Provinces. WCB registration deals with the
requirements governing provision of worker’s compensation insurance.
• https://novascotia.ca/sns/access/business/registry-joint-stock-companies/who-needs-to-
register.asp
• https://www.wcb.ns.ca/Workplace-Injury-Insurance/Do-I-Need-to-Register.aspx
MODC-T-2019-008 Municipality of Chester
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4.1.1 The status of a proponent’s business registration does not preclude the submission of a proposal
in response to this RFP. A proposal can be accepted for evaluation, regardless of (i) whether the
company is registered, or (ii) whether its business registration is in good standing. However, a contract
cannot be awarded unless the successful proponent is registered and in good standing, in accordance
with applicable laws. If the proponent’s business is not required to register in Nova Scotia, the
proponent will be required to submit registration from your applicable Provincial jurisdiction.
4.1.2 All Bidders must maintain their tax status in good standing. Verification of tax status with the
Department of Finance and/or Canada Customs and Revenue Agency (GST/HST) may be required
before an award is made to a successful Bidder.
5 Liability for Costs
5.1 Bidders are responsible for their own expenses in preparing, delivering or presenting a Bid and for
subsequent negotiations if any, with the Municipality. The Municipality will not defray any costs
incurred by a Bidder in responding to a Solicitation.
5.2 The Municipality will not be responsible for any costs, expenses, losses, damages or liability
incurred by the Bidder as a result of, or arising out of, the submission of any Bid, or due to the
Municipality not accepting or rejecting any Bid.
6 Alternative Bids; Altering Bids Already Submitted
6.1 Alternative Bids are multiple replies by the same bidder to a Solicitation, all or any of which are
open for consideration. If Alternative Bids are being made, each alternative should be submitted as a
complete, separate and independent Bid, and the Bid form is to be identified with words such as
"Alternative A", "Alternative B", etc.
6.2 Multiple Bids submitted by the same Bidder and not clearly identified as Bid revisions will be
assumed to be Alternative Bids.
6.3 Bids already submitted may be amended prior to closing a) by submitting an amendment
identifying the plus or minus variance to the original Bid, or b) by sending in a complete new Bid,
clearly indicating it replaces the previously submitted Bid. Any such revision must clearly identify the
Solicitation number and closing date of the Bid being submitted. A Bid revision replaces any other Bid
revisions previously submitted by the Bidder; only the last of any Bid revisions received will be
accepted.
6.4 Any Bid submitted in response to a Solicitation may be withdrawn by written request to the
Municipality prior to closing, but cannot be withdrawn, altered or changed in any way after the
Solicitation closing date and time, unless stated otherwise in the Solicitation document.
6.5 All requests for withdrawal, amendment or submission of a replacement Bid must be submitted in
writing on company letterhead or equivalent, and be signed by an authorized official of the Bidder.
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7 Supporting Documents
7.1 A brief supplementary statement may be included with the response to an item to give the
evaluators a clear understanding of the products/ personnel proposed and their ability to perform the
specified tasks.
7.2 In addition to the responses requested in the Solicitation, Bidders may include specifications on
some or all proposed items for evaluation purposes.
7.3 Supporting documents should be suitably cross-referenced to the Solicitation.
8 Unit Prices and Extensions; Taxes excluded; Currency;
Shipping costs
8.1 All prices should be extended and totaled. The extended price is derived by multiplying the unit
price by the quantity of units required.
8.2 In the event of an error in calculation of the extended price, the unit price will be taken as correct
and will govern in the Bid evaluation and contract administration.
8.3 Do not include any Provincial or Federal sales taxes in the price.
8.4 All prices must be quoted in Canadian dollars unless other currencies are specifically requested.
8.5 Shipping, cartage, loading, insurance and handling charges must be included in the total price. If
these charges have not been stated specifically, it will be assumed that they have been included in
the Bid price, i.e., FOB to the destination(s) listed in the Solicitation. The Municipality will not assume
responsibility for any goods or services until they have been delivered to the destination (s) specified
in the Solicitation.
8.6 Unless stated otherwise in the Solicitation, a firm, all-inclusive price is required, i.e., hourly rates
or "Time and Materials" are not acceptable responses.
9 Duration of Bid/Award Prices
9.1 If the Bid is awarded, prices must remain firm for the duration of the contract unless otherwise
specified.
9.2 Unless stated otherwise in the Solicitation, Bids must remain open to acceptance and are
irrevocable for a period of 90 days after the Solicitation closing date.
10 Payment Terms and Discounts
10.1 If special payment terms or schedules are required, these must be specified in the Bid; otherwise,
the Municipality's payment terms (net 30 days) will apply.
10.2 Early payment discount terms (minimum period 10 days) may be considered in the evaluation of a
Bid.
10.3 Discount terms must appear on the Bid, and on the invoice.
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11 Delivery
11.1 Where the Solicitation includes a mandatory delivery schedule, the Municipality will assume that
the Bidder can meet the requested schedule and is satisfied that the goods or services required will
be available for delivery on the requested date(s).
11.2 If Bidders wish to specify a delivery schedule different from that requested in the Solicitation,
they must provide specific delivery dates or a schedule in calendar days from the date a Purchase
Order is issued. Bids that do not meet the delivery schedule as requested in the Solicitation may be
rejected.
11.3 Time is of the essence, and Bidder's delivery schedule is legally binding. The Municipality reserves
the right to assess penalties or cancel awards to Bidders who fail to meet their stated delivery or
completion dates.
12 Quality / Complete Product
12.1 Unless otherwise stated in the Solicitation, all material included in the Bid must be new, first
quality goods; used, refurbished, second, obsolete, discontinued or demonstrator items must only be
proposed if the Solicitation specifically requests or otherwise states that such goods will be allowed.
12.2 By submitting a Bid, Bidder guarantees that, unless the Solicitation specifies otherwise, all
components required to make the required equipment or system operable or to deliver the required
services have been included in the Bid or will be provided at no additional charge to the Municipality.
12.3 Where applicable, the end user must be provided with complete operation manuals, warranty
registration forms, user licenses/ authentications and/or other associated documentation normally
provided by the manufacturer, reseller, installer and/or consultant.
13 Substitutions and Equivalents, Discontinued Items
13.1 The specifications in the Solicitation define the minimum acceptable goods and/or services
required. Minor deviations from the specifications may or may not be permitted at the sole discretion
of the Municipality.
13.2 The Solicitation may specify items by brand name and/or model number to designate the design,
type of construction, quality, functional capability and/or performance level of the product requested.
13.3 If an item has been discontinued during the Solicitation process, or is otherwise unavailable, the
Municipality will cancel the Solicitation, or will issue an Addendum to update the specification.
Bidders should notify the Municipality immediately when they become aware of any discontinuation
of specified items.
13.4 If Bidders feel that they can provide items with equivalent or better functionality at the same or
lower cost, they may be able to offer a substitute item. Substitutions offered must be of equal or
better quality and clearly identified, and accompanied by brochures and technical information to
permit evaluation of the item being offered. Substitution items must be identified by manufacturer's
stock/part number and other descriptive information to establish equivalency. Substitutions offered
without documentation sufficient to determine equivalency may be rejected as non-compliant.
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13.5 The Municipality reserves the right to inspect or test any product bid to determine equivalency,
and may require demonstrator or sample items in order to be able to evaluate the items proposed.
The Municipality will be the sole judge of equivalency.
13.6 Specifications may, for technical or logistical reasons, require that the items specified be supplied
without substitution.
14 Standards and Certification
14.1 Where applicable, all equipment must be certified by the appropriate regulatory agencies (e.g.,
Canadian Standards Association, Communications Canada, Transport Canada, Canadian Gas
Association, Health Canada, etc.), and/or must be approved by the appropriate Provincial agency (e.g.,
Office of the Fire Marshal).
15 Addenda, Corrections or Extensions of the Solicitation
15.1 The Municipality reserves the right to modify the terms of the Solicitation at any time prior to
closing, at its sole discretion.
15.2 The Municipality will make information available to the public regarding any changes made to the
Solicitation, or any change in the closing date or time. Bidders are responsible for ensuring that they
are aware of and have complied with any Addenda. Addenda are posted via our Municipal website at:
https://chester.ca/government/public-notices-and-tenders and through Nova Scotia Procurement at:
https://procurement.novascotia.ca/ns-tenders.aspx
15.3 When these changes occur within five business days of the closing date, the closing date may be
extended to allow for a suitable Bid preparation time.
16 Environmental Considerations
16.1 The Municipality may seek to purchase recycled and/or environmentally sensitive products where
practical and effective.
16.2 Where appropriate, the integration of environmental considerations into Solicitations may be
noted in the specifications; the specifications will identify these considerations to ensure that
suppliers have a full understanding of the conditions to be met. For example, the supply of goods or
services to Municipal parks may be affected by regulations such as the Canada Wildlife Act that are
not normally a consideration in Municipal procurements.
17 Warranty
17.1 The Bidder must describe the duration, type (e.g., on-site, depot, ship-in or carry-in) and terms of
the manufacturer's warranty on all goods.
17.2 If the Bidder provides any additional/ supplementary warranty coverage, describe this as well.
17.3 If warranties can be upgraded or extended, identify the upgrade costs separately. Do not include
warranty upgrade or extension costs in the Bid price unless the Solicitation specifically states that the
upgrade is a mandatory requirement.
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17.4 If local service is a requirement of the Solicitation, describe the means by which this will be
accomplished, i.e., by "own forces" or through a contractual arrangement with a third party (which
must be identified - see Section 19, "Subcontractors and Consortium Bids").
18 No Restrictions on Fair Use
18.1 The Bidder warrants that there are no patents, trademarks or other rights restricting the use,
repair or replacement of the goods or services furnished or any part thereof. The Bidder agrees to
indemnify and save harmless the Municipality from and against all claims filed or prosecuted in any
manner because of such use, repair or replacement of the goods or services being a violation of any
patent, trademark, or other right.
19 Subcontractors and Consortium Bids
19.1 The use of a subcontractor is permitted, and encouraged where this will result in skills and
technology transfer to the Municipality.
19.2 Names of all Subcontractors and/or Consortium members, and the services they will provide,
must be listed on or attached to the Bid, if requested.
19.3 If a Consortium Bid is being submitted, one of the Bidders must be prepared to take overall
responsibility for successful provision of the goods or services, and this must be defined in the Bid.
Failure to do so may result in the Bid being rejected.
19.4 "Own Forces" may only be named as Subcontractors when the Bidder is equipped to carry out and
normally carries out the work noted.
19.5 If subcontractors (including "own forces") are named, work must be carried out by the named
forces and substitution of others will not be allowed without prior approval of the Municipality.
20 Right to Reject; Financial Stability; Non-Compliance
20.1 Failure to comply with any of the mandatory terms or conditions contained or referenced in the
Solicitation documents shall result in the rejection of the Bid.
20.2 All of the terms, conditions and/or specifications stated or referenced in the Solicitation are
assumed to be accepted by the Bidder and incorporated in the Bid.
20.3 Bidders may be required to demonstrate financial stability, authorization to provide the
goods/services being acquired, and/or regulatory agency approval, licensing or registration as
needed, or otherwise clarify Bidder's capability to satisfy the Solicitation requirements. The
Municipality reserves the right to reject Bids from any Bidder that it believes is incapable of providing
the necessary labour, materials, equipment, financing or management resources to perform the work
or supply the goods in a satisfactory and timely manner.
20.4 The Municipality reserves the right to waive minor non-compliance where such non-compliance is
not of a material nature in its sole and absolute discretion, or to accept or reject in whole or in part
any or all Bids, with or without giving notice. Such minor non-compliance will be deemed substantial
compliance and capable of acceptance. The Municipality will be the sole judge of whether a Bid is
accepted or rejected.
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20.5 The Municipality reserves the right to split an award amongst Bidders as deemed in the best
interests of the Municipality.
21 Cancellation; No Award
21.1 Issuing a Solicitation implies no obligation on the Municipality to accept any Bid, or a portion of
any Bid submitted. The lowest or any Bid will not necessarily be accepted.
21.2 Solicitations may be cancelled in whole or in part by the Municipality in its sole discretion when,
a) the price Bid exceeds the funds allocated for the purchase; b) there has been a substantial change
in the requirements after the Solicitation has been issued; c) information has been received by the
Municipality after the Solicitation has been issued that the Municipality believes has substantially
altered the procurement; or d) there was insufficient competition in order to provide the level of
service, quality of goods or pricing required.
21.3 If no compliant Bids are received in response to a Solicitation, the Municipality reserves the right
to enter into negotiations with one or more vendors in order to complete the procurement.
21.4 The Municipality will be the sole judge of whether there is sufficient justification to cancel any
Solicitation.
21.5 No action or liability will lie or reside against the Municipality in its exercise of its rights under
this section.
22 Governing Laws and Trade Agreements; Local Preference
22.1 Unless the Solicitation documents specifically state otherwise, the Solicitation, all Bids, and any
subsequent contracts will be construed and interpreted in accordance with the laws of the Province of
Nova Scotia.
22.2 Solicitations subject to the Atlantic Procurement Agreement (APA), the Canadian Free Trade
Agreement (CFTA), any other interprovincial trade agreements, or any international trade agreements,
will be specifically identified as such in the public notice and/or the Solicitation documents.
22.3 Copies of any applicable trade or procurement agreements and/or legislation are available online
or can be made available by contacting the Municipality.
22.4 Bidders agree to comply with all applicable laws, regulations and standards, including all labour,
occupational health & safety, liability insurance of no less than $2,000,000 and workers’ compensation
requirements of the Province.
22.5 The Municipality may consider and evaluate any Bids from other jurisdictions on the same basis
that the purchasing authorities in those jurisdictions would treat a similar Bid from a supplier located
in this Province. The Municipality will be the sole judge of whether these conditions will be used and
the extent to which they will be applied.
22.6 Vendors registered to do business in any Atlantic Province can bid on Solicitations issued by any
other Atlantic Province without having to satisfy any local registration or residency requirements.
22.7 Preference is given by applying a 5% bonus to Bidders located within the Municipality for Low
Value Procurement.
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22.8 Under Canadian law (and international agreements), your Bid must arrive separately and
independently, without conspiracy, collusion or fraud; see
https://www.competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/h_00110.html for further information.
22.8.1 Notwithstanding 22.8, the Municipality encourages suppliers to partner where combining
different skills and expertise will allow a Bidder to meet Solicitation requirements.
23 Confidentiality and Freedom of Information
23.1 All Bids submitted become the property of the Municipality. By submitting a Bid, the Bidder
hereby grants the Municipality a license to distribute, copy, print or translate the Bid for the purposes
of the Solicitation. Any attempt to limit the Municipality’s right in this area may result in rejection of
the Bid.
23.2 Bidder's Bid package may be subject to disclosure under the Municipal Government Act, Part XX
"Freedom of Information and Protection of Privacy" legislation. By submitting a Bid, the Bidder agrees
to the appropriate disclosure of the information supplied, subject to the provisions of the governing
law. The Municipality cannot guarantee the confidentiality of the complete content of any Bid after the
procurement has been awarded to the successful Bidder. For an overview of the release of
information related to competitions see:
https://procurement.novascotia.ca/media/58377/procurement%20release%20of%20information%20p
rotocol.pdf
23.3 During the delivery and installation of goods and/or services, the Bidder or Bidder's staff may
have access to confidential information belonging to the Municipality. Should this occur, the Bidder
must ensure that such information is not released to any third parties or unauthorized individuals;
failure to comply may result in legal action being taken and/or the Bidder's disqualification from any
further Solicitations issued by the Municipality.
23.4 The Municipality is required to comply with the Personal Information International Disclosure
Protection Act (S.N.S 2006, c.3). This Act creates obligations for the Municipality and its service
providers when personal information is collected, used or disclosed. Requirements include limiting
storage, access and disclosure of personal information to Canada, except as necessary or otherwise
required by law. For more information on this Act please see:
https://nslegislature.ca/sites/default/files/legc/statutes/persinfo.htm.
24 Bidders Located Outside Canada
24.1 If permitted in the Solicitation documents, a Bid is given in a currency other than Canadian
dollars, the Bidder assumes the risk of variations in international exchange rates, and Bidder's prices
must include all associated costs and overheads connected with foreign currency transactions.
24.2 The bidder must arrange for clearance of goods through the Canada Border Services Agency,
along with all brokerage fees and payment of applicable Canadian taxes and duties. For information
pertaining to the Canada Border Services Agency please visit http://www.cbsa-asfc.gc.ca/.
24.3 The Bidder must arrange all visas, insurance, work permits, passports, etc., for personnel required
to visit Canada in association with the Bid.
24.4 All warranties on goods must be valid in Canada. To the extent that facilities are available,
warranty service should be provided in Canada.
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24.5 There must be no conflict with authorized Canadian distributors of the goods and/or services
being Bid.
24.6 All goods must be compliant with Canadian operating environments (e.g., common domestic
electricity is 60Hz 115v 1 phase) and, where applicable, must be certified by the appropriate Canadian
regulatory agencies (reference para. 14.1).
24.7 Professional personnel (medical staff, engineers, architects, lawyers, accountants, etc.) must be
registered with the appropriate Canadian professional and/or regulatory authorities, or must be
eligible to register with such authorities if accepted for the work being tendered.
24.8 Where any of the requirements set out in Paragraphs 24.1 to 24.7 inclusive are not met, the
Municipality reserves the right to reject the Bid, or to require bonds or sureties to ensure compliance.
24.9 Sale of Goods Act - Bidder's acceptance of any Purchase Order(s) resulting from this Solicitation,
in writing or by delivery, must include all of, and must be limited to, the terms and conditions of the
Purchase Order only. Formal objection is hereby made to any additional or different terms a Bidder
might propose in acceptance of any Purchase Order(s).
25 Enquiries and Contacts
25.1 In case of any dispute over the completeness, accuracy and/or interpretation of any Solicitation
documents, the versions of such documents held by the Municipality will be considered correct.
25.2 Information, offers, commitments or instructions obtained from any source other than the
Municipality will not be binding on the Municipality.
25.3 Enquiries regarding the Solicitation must be made to the contact(s) named in the Solicitation (or
their designates); quote the Solicitation number on any correspondence.
25.4 If an envelope was included with the Solicitation documents, this envelope must not be used to
submit an enquiry; these envelopes are not opened before the closing time for receipt of Bids.
25.5 Enquiries and the responses given may be recorded and may be distributed to all other Bidders
as Addenda. No response shall be binding on the Municipality unless made in writing.
25.6 All enquiries regarding the interpretation of these Terms and Conditions, general procurement
policy or procedures must be made to the Municipality.
26 Accuracy of the Solicitation; Right to Clarify
26.1 While the Municipality has tried to ensure accuracy in the Solicitation, it is not guaranteed or
warranted by the Municipality to be accurate, nor is it necessarily comprehensive or exhaustive.
26.2 The Municipality will assume that all Bidders have resolved any questions they might have about
the Solicitation and have informed themselves as to existing conditions and limitations, site
restrictions, etc. before submitting their Bids.
26.3 Nothing in the Solicitation is intended to relieve Bidders from forming their own opinions and
conclusions with respect to the matters addressed in the Solicitation or its associated documents.
26.4 The Municipality reserves the right in its sole discretion to clarify any Bid after closing by seeking
further information from that Bidder, without becoming obligated to clarify or seek further
MODC-T-2019-008 Municipality of Chester
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information from any or all other Bidders. However, Bidders are cautioned that any clarifications
sought will not be an opportunity either to correct errors or change their Bids in any substantive
manner.
27 Language
27.1 Unless specifically requested otherwise, all Bids, supporting materials, operation manuals and
documentation must be in English.
28 Eligibility and Conflict of Interest
28.1 A Bid may not be eligible for acceptance if current or past corporate or other interests of the
Bidder may, in the Municipality 's opinion, give rise to a conflict of interest in connection with a
project.
28.2 Bidders are cautioned that acceptance of their Bid may preclude them from bidding on
subsequent phases where a conflict of interest may arise; Bidders should study the project
implementation strategy to determine whether or not they plan to submit Bids on subsequent phases.
28.3 If the Bid covers the first phase of what may prove to be a multi-phased project, the successful
Bidder on the initial phase may be permitted to bid on subsequent phases as long as, in the
Municipality's opinion, no conflict of interest would be created in performance of the work by that
Bidder.
28.4 Sub-contracting to any firm or individual whose current or past corporate or other interests may,
in the Municipality 's opinion, give rise to a conflict of interest in connection with this bid will not be
permitted. This includes, but is not limited to, any firm or individual involved in the preparation of the
Solicitation documents.
28.5 The Municipality reserves the right to disqualify any proponent that in the Municipality’s sole
opinion has an actual or potential conflict of interest or an unfair advantage in respect of this RFP,
whether existing now or is likely to arise in the future, or may permit any such proponent to continue
and impose such terms and conditions on that proponent, as the Municipality in its sole discretion
may require.
29 Extension to the Broader Public Sector
29.1 The Municipality may choose to allow the Broader Public Sector (see Definitions) to purchase
goods or services from some Solicitations. The Broader Public Sector are generally permitted to
purchase from "Standing Offers", which are contracts resulting from a Solicitation. Other Solicitations
may also be available to the Broader Public Sector; if so, the Solicitation documents will state this.
29.2 By submitting a Bid to a Solicitation, the Bidder agrees to extend the same pricing to other
eligible Broader Public Sector institutions as per the terms and specifications in the Solicitation.
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Appendix A. Authorization
Municipality of Chester
MODC-T-2019-008 RFP
Scalehouse Management Solution
This form must be signed by a person authorized to make proposals and enter into contract
negotiations on behalf of your firm. To be considered for this project, your submitted proposal must be
completed in accordance with the RFP Solicitation and this cover sheet attached.
Company Legal Name: ____________________________________________
Authorized Official (Signature): _______________________________________
Date: _________________________________
Title: _________________________________
Print Name: _________________________________
Contact Person for Project: _________________________________
Address: _________________________________
Phone Number: _________________________________
Fax Number: _________________________________
Email Address: _________________________________
MODC-T-2019-008 Municipality of Chester
2019-10-04 25
B. Purchase Agreement (Standard Form Sample)
This Agreement is entered into this _____________ day of _____________________, 2019 between the
Municipality of the District of Chester (Buyer), whose business address is ________________________,
and ___________________ (Company), whose business address is _______________________________.
Sale. The Buyer agrees to purchase, and the Company agrees to sell the Scalehouse Software Solution,
on the terms and conditions following, and as fully described in the Buyer’s RFP, Company’s Proposal
and additional negotiated agreement(s) ___________________ attached hereto. This constitutes the
entire agreement between the parties with respect to the subject matter hereof.
Installation. The Scalehouse Software Solution purchased under this agreement will be installed in
good working order by the Company. The Buyer shall make available a suitable place of installation at
Kaizer Meadow Environmental Management Centre (KMEMC) with all facilities required. The date on
which the Company notifies the Buyer in writing that the solution has been installed ready for use
shall be considered the date of installation for all purposes of this agreement.
Payment. An invoice for the Scalehouse Management Solution will be issued at the date of installation.
Title. Title to installed software and equipment is to remain in the Company until the full purchase
price is paid. Failure to pay the purchase price when due shall give the Company the right, without
liability, to repossess the software or equipment, with or without notice, and to avail itself of any legal
remedy.
Governing Law. This agreement shall be deemed to have been made and entered into in the Province
of Nova Scotia, and the construction, validity and enforceability of this agreement shall be governed
by the Province of Nova Scotia.
Assignment. A party to this agreement shall not assign or transfer the rights, duties or obligations
hereunder unless the other party hereto consents to such assignment in writing prior to any such
assignment.
Miscellaneous. This agreement shall not be changed or modified orally but only by an instrument in
writing signed by the parties stating that it is an amendment to this Agreement.
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In witness whereof, the Buyer and the Company have caused this agreement to be signed by their
respective duly authorized officers, all as of the day and year first above written.
Municipality of the District of Chester The Buyer By: _____________________________ Title: ___________________________ Witness By: _____________________________ Title: ___________________________
______________________________ The Company By: ___________________________ Title: _________________________ Witness By: ___________________________ Title: _________________________
MUNICIPALITY OF THE TENDER NO. MODC-T-2019-008
DISTRICT OF CHESTER ADDENDUM PAGE 1 of 1
KAIZER MEADOW LANDFILL NO. 1 October 21, 2019
SCALEHOUSE SOFTWARE SOLUTION
This Addendum forms a part of the Submission. Sign this Addendum AND include with your
submission package.
BIDDER INSTRUCTIONS – EVALUATION, PAGE 8
Remove and Add:
2. One or more top score Bidders may be selected for an interview/presentation session prior to
making a final selection. Selected Bidders will be given the opportunity to provide an onsite a
software demo, discuss their proposal, qualifications, past experience, and pricing structure in
more detail.
REQUIREMENTS AND SPECIFICATIONS - DESIRED, PAGE 10
Add:
6. Solution should integrate with Paymentus e-billing and payment system.
IMPLEMENTATION AND SUPPORT, PAGE 10
Add:
3. Vendor must train key staff in the administration and operation of the scalehouse
management system including the Scalehouse Operator (primary user), Solid Waste Director
(management reporting), and IT Director (technical administration).
Prepared and Issued by:
Municipality of the District of Chester
October 21, 2019
__________________________________________
Signature of Bidder
__________________________________________
Company Name
__________________________________________
Date